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Privacy Policy

Privacy Policy

Safe Haven Support Solutions Ltd
81 Tandem Mill Road, Newport, Gwent, NP19 4DP
+44 7578 972 033 | info@s-haven.co.uk

Last Updated: 05/09/2025

1. Introduction

Safe Haven Support Solutions Ltd (“we”, “our”, “us”) is committed to protecting your personal information and respecting your privacy. As an Ofsted-regulated supported accommodation provider, safeguarding confidentiality is central to how we operate.

This Privacy Policy explains how we collect, use, and protect personal data in line with the UK GDPR and Data Protection Act 2018.

2. Who We Are

Safe Haven Support Solutions Ltd provides regulated supported living services to young people aged 16–25 across the South West. We act as the Data Controller for all personal information we process.

3. Information We Collect

We may collect the following types of data:

Personal Data

  • Name, address, phone number, email address
  • Date of birth and ID documents
  • Care plans, risk assessments, and health information (where necessary for support)
  • Employment details (for staff and applicants)
  • Communication records

Special Category Data

  • Health and medical needs
  • Ethnicity, religion, or protected characteristics (only where relevant)
  • Safeguarding information

Technical Data

  • IP address, browser type, device data
  • Website usage (via cookies)
4. How We Use Your Data

We process personal information to:

  • Deliver supported accommodation and care services
  • Develop individual support plans
  • Safeguard and protect service users
  • Manage staff recruitment and employment
  • Meet legal and regulatory obligations (e.g. Ofsted requirements)
  • Respond to enquiries and complaints
  • Improve our website and services
5. How We Protect Your Data

We use a combination of technical, physical, and organisational measures to keep your data safe, including:

  • Encrypted systems (ISO 27001 certified software)
  • Role-based access controls for staff
  • Regular training on data protection and safeguarding
  • Secure servers and password protection
  • Incident response and breach notification procedures
6. Data Breach Procedures

If a data breach occurs, we will:

  1. Investigate and contain the breach immediately
  2. Assess risks to individuals’ rights and freedoms
  3. Notify the Information Commissioner’s Office (ICO) within 72 hours if required
  4. Inform affected individuals without undue delay where the breach could result in harm
  5. Document the breach and corrective actions taken
7. Third Parties We Receive Data From

We may receive personal data from:

  • Local authorities and social workers
  • NHS and health professionals
  • Partner organisations involved in referrals or care planning
  • Recruitment agencies (for staff applications)
8. Automated Decision-Making and Profiling

Safe Haven Support Solutions Ltd does not carry out fully automated decision-making that could significantly affect individuals. Some profiling may occur for:

  • Website analytics (to improve user experience)
  • Recruitment processes (screening qualifications and DBS status)

All final decisions are made by a trained staff member.

9. Industry Regulatory Disclosures

We are required to share some information with:

  • Ofsted for regulatory compliance
  • Local authorities for commissioning and safeguarding duties
  • Law enforcement agencies in safeguarding or legal cases

We only share the minimum necessary information in line with the law.

10. Your Rights

Under UK data protection law, you have the right to:

  • Access the personal data we hold about you
  • Request correction of inaccurate or incomplete data
  • Request deletion of your data (except where retention is required by law)
  • Restrict or object to processing in certain circumstances
  • Request a copy of your data in a portable format
  • Withdraw consent where processing is based on consent

If you have an account on our site, or have left comments, you may request an exported file of your data. You may also request deletion, subject to administrative, legal, or safeguarding obligations.

11. Media

If you upload images to our website, please avoid uploading files with embedded location data (EXIF GPS). Visitors to the website can download and extract such data if included.

12. Contact Forms

When you submit a form through our site, we collect the data shown in the form, along with your IP address and browser information, to help detect spam and manage responses.

13. Cookies

Our website uses cookies to improve your browsing experience. Cookies help us:

  • Manage sessions and logins
  • Analyse site performance
  • Store preferences such as accessibility settings
  • Provide social media integration

For more detail, see our Cookies Policy.

14. Retention
  • Service user records: up to 6 years after placement (unless safeguarding law requires longer)
  • Staff records: in line with employment law and Ofsted requirements
  • Website analytics: up to 26 months
15. Contact Us

If you have questions about this Privacy Policy or your data, contact:

Tel: +44 7578 972 033
Email: info@s-haven.co.uk
Address: Safe Haven Support Solutions Ltd, 81 Tandem Mill Road, Newport, Gwent, NP19 4DP

You also have the right to complain to the ICO at ico.org.uk or 0303 123 1113.